Executive Secretary

NYC Health + Hospitals/Metropolitan is the community hospital of choice for residents of East Harlem, northern Manhattan, and neighboring communities. The hospital provides culturally-sensitive care in a welcoming and hospitable setting, emphasizing primary care medicine and utilizing the latest advances in medical science. Metropolitan delivers high-quality health services with compassion, dignity, and respect to all, without exception. Since its founding in 1875, the hospital has been affiliated with New York Medical College, representing the oldest partnership between a hospital and a private medical school in the United States. Metropolitan is part of NYC Health + Hospitals, the largest municipal hospital and healthcare system in the country.

At NYC Health + Hospitals, our mission is to deliver high-quality healthcare services without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Responsibilities

• Plans and coordinates meetings and events; meets and greets visitors, manages calendar of appointments, and coordinates and reserves conference rooms.
• Keeps the Executive informed of upcoming commitments, appointments, and pending matters.
• Prepares and distributes agendas, meeting packets, presentations, and communications, and makes necessary arrangements.
• Accurately prepares, edits, and/or composes confidential correspondence and reports.
• Maintains all private and confidential records, documents, and correspondence.
• Prepares replies to correspondence and initiates action on matters not specifically requiring the attention of the Executive.
• Manages high volume of telephonic communication and prioritizes calls and messages; organizes, distributes, and sorts incoming mail and materials, routing to appropriate personnel and/or departments.
• Orders office supplies and provides other general administrative support.
• Serves as the primary point of contact for internal and external parties on all matters pertaining to executive administration of the Office; liaises with executive and senior administrative assistants to handle requests from senior leadership.
• Arranges business-related travel plans and itineraries, and compiles documents for travel-related meetings.
• Prepares expense reimbursements and petty cash requisitions, and submits invoices, as required.
• May supervise clerical personnel assigned to the executive office.
• Performs related work, as assigned.

Requirements

• Associate’s Degree from an accredited college or university with specialization in Secretarial Science, Office Administration or Technology, Business Administration, or related areas of study and two (2) years of executive administrative assistant experience, or
• High School Diploma or its educational equivalent approved by a State’s Department of Education or a recognized accrediting organization and three (3) years of experience as described above, or
• A satisfactory equivalent combination of education, training, and experience. However, all candidates must have a minimum of a four-year high school diploma or its educational equivalent.
• A Bachelor’s degree may be considered equivalent to four (4) years of relevant professional experience as described above.